Glossary
The following explanations are provided for clarity and easy-reference. They have no legal authority,
and do not replace any official definitions set out in the Council decisions.
A
Acknowledgement of receipt :
Applicants are informed by email shortly after the deadline that a proposal has been successfully
submitted (but not that it is necessarily eligible). Contact the FP7 Enquiry service urgently if you do
not receive such an acknowledgement within a few days of the close of call (or batch, for continuous
submission calls).
Applicant
The term used generally in this guide for a person or entity applying to a call for proposals. The term
‘participant’ is used in the more limited sense of a member of a proposal or project consortium (see
below).
Associated countries
Non-EU countries which are party to an international agreement with the Community, under the
terms or on the basis of which it makes a financial contribution to all or part of the Seventh
Framework Programme. In the context of proposal consortia, organisations from these countries are
treated on the same footing as those in the EU. The list of associated countries is given in the body of
this guide.
C
Call fiche
The part of the work programme giving the basic data for a call for proposals (e.g. topics covered,
budget, deadline etc). It is posted as a separate document on the Participant Portal web pages
devoted to a particular call.
Call for proposals (or "call")
An announcement is published, usually in the Official Journal, inviting proposals for research
activities in a certain theme. Full information on the call can be found on the Participant Portal websites.
Consensus meeting
The stage, in the proposal evaluation process, when experts come together to establish a common
view on a particular proposal.
Consortium
Most funding schemes require proposals from a number of participants (usually at least three) who
agree to work together in a consortium.
Continuous submission
Some calls are open for an extended period, during which proposals may be submitted at any
moment. In these cases, proposals are evaluated in batches after fixed cut-off dates.
Coordinator
The coordinator leads and represents the applicants. He or she acts as the point of contact with the
Commission.
CORDIS service
A web service providing access to all the documentation related to FP7. (See also Participant Portal).
Cut-off date
An intermediate date in the context of a call operating a continuous submission procedure. Proposals
are evaluated in batches after each cut-off date.
D
Deadline
For a particular call, the moment after which proposals cannot be submitted to the Commission, and
when the Participant Portal Submission Service closes for that call. Deadlines are strictly enforced.
Deliverable
A deliverable represents a verifiable output of the project. Normally, each workpackage will produce
one or more deliverables during its lifetime. Deliverables are often written reports but can also take
another form, for example the completion of a prototype etc.
Direct costs
Direct costs are all eligible costs which can be attributed directly to the project and are identified by
the participant as such, in accordance with its accounting principles and its usual internal rules.
E
Early Warning System (EWS)
An internal information tool of the Commission to flag identified financial risks related to
beneficiaries.
Eligibility committee
An internal committee which examines in detail cases of proposals whose eligibility for inclusion in
an evaluation is in question
Eligibility criteria
The minimum conditions which a proposal must fulfil, if it is to be retained for evaluation. The
eligibility criteria are generally the same for all proposals throughout FP7, and relate to submission
before the deadline, minimum participation, completeness and scope. However, additional eligibility
criteria may apply to certain calls, and applicants should check the work programme, and annex 2 to
this Guide.
Ethical issues table
Research activities supported by the Framework Programme should respect fundamental ethical
principles. The main issues which might arise in a project are summarised in tabular form in a
checklist included in the proposal
Evaluation criteria
The criteria, against which eligible proposals are assessed by independent experts. The evaluation
criteria are generally the same for all proposals throughout FP7, and relate to S/T quality, impact and
implementation. Relevance is also considered. However, additional evaluation criteria may apply to
certain calls, and applicants should check the work programme, and annex 2 to this Guide.
Evaluation Summary Report (ESR)
The assessment of a particular proposal following the evaluation by independent experts is provided
in an Evaluation Summary Report. It normally contains both comments and scores for each
evaluation criterion.
F
FP7 enquiry service
A general information service on all aspects of FP7. Contact details are given in annex 1 to this Guide.
Funding scheme
The mechanisms for the Community funding of research projects. The funding schemes have
different objectives, and are implemented through grant agreements.
G
Grant Agreement (GA)
The legal instrument that provides for Commission funding of projects.
H
Hearing
Applicants whose proposals have been evaluated are sometimes invited to provide explanations and
clarifications to any specific questions raised by the experts. These questions are transmitted to the
applicants in advance.
I
Indirect costs
Indirect costs, (sometimes called overheads), are all those eligible costs which cannot be identified by
the participant as being directly attributed to the project, but which can be identified and justified by
its accounting system as being incurred in direct relationship with the eligible direct costs attributed
to the project.
Individual evaluation
The stage in the evaluation process, when experts assess the merits of a particular proposal before
discussion with their peers.
Information Days
Open events organised by the Commission to explain the characteristics of specific calls, and often as
well, a chance for potential applicants to meet and discuss proposal ideas and collaborations.
Initial information letter
The letter sent by the Commission to applicants shortly after the evaluation by experts, which
includes the report from the experts on the proposal in question (the Evaluation Summary Report).
International Cooperation Partner Countries (ICPC)
A list of low-income, lower-middle income and upper-middle-income countries, given in annex 1 to
the work programme. Organisations from these countries can participate and receive funding in FP7,
providing that certain minimum conditions are met.
International European Interest Organisation
International organisations, the majority of whose members are European Union Member states or
Associated countries, and whose principal objective is to promote scientific and technological cooperation in Europe.
J
Joint Research Centre (JRC)
The Commission’s own research institutes.
L
LEAR (Legal Entity Authorised Representative)
The LEAR is a person nominated in each legal entity participating in FP7. This person is the contact for
the Commission related to all questions on legal status. He/she has access to the online database of
legal entities with a possibility to view the data stored on his/her entity and to initiate updates and
corrections to these data. The LEAR receives a Participant Identification Code (PIC) from the
Commission (see below), and distributes this number within his/her organisation.
Lump sum
Lump sums do not require the submission of financial justifications (statements), as they are "fixed".
ICPC participants when participating in an FP7 grant agreement have the choice between being
reimbursed on the basis of eligible costs or on the basis of lump-sums. This choice can be made up to
the moment of the signature of the grant agreement (whatever the final option chosen, the
maximum EU contribution for the project remains unchanged). Once made, it will apply during the
whole duration of the agreement without the possibility of changing it. ICPC participants may opt for
a lump sum in a given project and for reimbursement of costs in another.
M
Milestones
Control points where decisions are needed with regard to the next stage of the project.
N
National Contact Points (NCP)
Official representatives nominated by the national authorities to provide tailored information and
advice on each theme of FP7, in the national language(s).
Negotiation
The process of establishing a grant agreement between the Commission and an applicant whose
proposal has been favourably evaluated, and when funds are available.
Non-profit
A legal entity is qualified as "non-profit" when considered as such by national or international law.
P
Part A
The part of a proposal dealing with administrative data. This part is completed using the web-based
Participant Portal Submission Service.
Part B
The part of a proposal explaining the work to be carried out, and the roles and aptitudes of the
participants in the consortium. This part is uploaded to the Participant Portal as a pdf file
Part B template
A document in PDF format supplied by the Participant Portal Submission Service, consisting of a
template of all chapter headings, forms and tables required to prepare a proposal Part B. The
template format is illustrated in Annex 4 to this Guide.
Participants
The members of a consortium in a proposal or project. These are legal entities, and have rights and
obligations with regard to the Community.
Participant Identification Code (PIC)
Organisations participating in FP7 will progressively be assigned Participant Identification Codes (PIC).
Possession of a PIC will enable organisations to take advantage of the Unique Registration Facility
(see below), and to identify themselves in all transactions related to FP7 proposals and grants.
Participant Portal
The single entry point for interaction with the research Directorates-General of the European
Commission. It hosts a full range of services that facilitate the monitoring and the management of
proposals and projects throughout their lifecycle, including calls for proposals, and access to the
Participant Portal Submission Service.
Participant Portal Submission Service
A web-based service, which must be used to submit proposals to the Commission. Access is given
through the Participant Portal.
Participant Portal Submission Service Helpdesk
A telephone / email service to assist applicants who have difficulty in submitting their proposal via
the Participant Portal Submission Service : tel: +32 2 29 92222 email DIGIT-EFP7-SEPSUPPORT@ec.europa.eu
Programme committee
A group of official national representatives who assist the Commission in implementing the
Framework Programme.
Proposal
A description of the planned research activities, information on who will carry them out, how much
they will cost, and how much funding is requested.
Public body
Public body means any legal entity established as such by national law, and international
organisations.
R
Redress procedure
The initial information letter will indicate an address if an applicant wishes to submit a request for
redress, if he or she believes that there have been shortcomings in the handling of the proposal in
question, and that these shortcomings would jeopardise the outcome of the evaluation process. An
internal evaluation review committee ("redress committee") will examine all such complaints. This
committee does not itself evaluate the proposal. It is possible that the committee will recommend a
re-evaluation of all or part of the proposal.
Research organisation
A legal entity established as a non-profit organisation which carries out research or technological
development as one of its main objectives.
Reserve list
Due to budgetary constraints it may not be possible to support all proposals that have been
evaluated positively. In such conditions, proposals on a reserve list will only be financed if funds
become available following the negotiation of proposals on the main list.
Risk-Sharing Finance Facility (RSFF)
A new mechanism to foster private sector investment in research by increasing the capacity of the
EIB and its financial partners to provide loans for European RTD projects.
RTD
Research and Technological Development.
S
SME
SMEs are micro, small and medium-sized enterprises. SMEs are defined in Recommendation
2003/361/EC of 6 May 2003.
Specific flat rate (60%)
A 60% flat rate of the total direct costs applicable under certain conditions to non-profit public
bodies, secondary and higher education establishments, research organisations and SMEs. This rate
is available for the entire duration of FP7.
Specific International Cooperation Actions (SICA)
In some calls on topics of mutual interest, special conditions apply to promote research
collaborations between European organisations and those based in the International Cooperation
Partner Countries (ICPC). This usually entails a minimum of two participants from EU or Associated
countries, and two from ICPC.
T
Thresholds
For a proposal to be considered for funding, the evaluation scores for individual criteria must exceed
certain thresholds. There is also an overall threshold for the sum of the scores.
Two-stage submission
Some calls require proposals to be submitted in two stages. In this case, applicants initially present
their idea in a brief outline proposal. This is evaluated against evaluation criteria, or sub-criteria for
this stage set out in the call. Applicants successful in the first stage will be invited to submit a full
proposal at the second stage, which will be evaluated against criteria for this second stage set out in
the call. The first stage criteria, as set out in the work programme, are usually a limited set of those
applying at the second stage.
Two-step evaluation
An evaluation procedure in which a proposal is evaluated first on a limited number of evaluation
criteria (usually, just one), and only those proposals which achieve the threshold on this are subject
to a full evaluation on the remaining criteria.
U
Unique Registration Facility (URF)
A system that will allow organisations who intend to submit on several occasions to register their
details once and for all, obviating the need to provide the same information with each submission.
The Web interface of the URF is found at http://ec.europa.eu/research/participants/urf. On this
website you will also find a search tool to check if your organisation is already registered or not.
W
Weightings
The scores for certain evaluation criteria may be multiplied by a weighting factor before the total
score is calculated. Generally, weightings are set to one; but there may be exceptions and applicants
should check the details in annex 2 to this Guide.
Work Package
A work package is a major sub-division of the proposed project with a verifiable end-point – normally
Work Programme
A formal document of the Commission for the implementation of a specific programme, that sets out
the research objectives and topics to be addressed. It also contains information that is set out further
in this Guide, including the schedule and details of the calls for proposals, indicative budgets, and the
evaluation procedure.